Contacts

The Contacts page is your organization's directory. Use it to manage staff, builder contacts, subcontractors, and material vendors.

Contacts is split into four tabs:

• Staff: people in your organization.

• Builders: builder contacts.

• Subcontractors: subcontractor contacts.

• Material Vendors: material vendor contacts.

Each tab shows a table with details such as Name, Phone, Division, Roles, and Trades. The Builders tab also shows Email and the Builder organization. Click a name to view that contact's details.

On the Subcontractors tab, the Division column shows the contact's whole division membership: the primary division first as a tag, then any additional divisions listed alphabetically as plain text after it. A contact with no primary shows just their additional divisions, and one with no divisions at all shows a dash.

Every tab lets you filter by status (Active or Inactive) and by division, and search the directory. For the search, pick Name or Email from the dropdown, type your text, and choose "contains", "begins with", or an exact match. The Staff, Subcontractors, and Material Vendors tabs add All Roles and All Trades filters. The Builders tab adds a builder filter.

On the Subcontractors and Material Vendors tabs, use Show Additional to include secondary divisions and Show No Roles to include contacts without a role.

The Staff tab handles divisions and data quality differently:

• Next to the division filter, choose Primary only to match a contact's primary division, or Primary + additional to also match their secondary divisions.

• Three data-quality filters help you find records that need attention: Primary not set (no primary division), Additional not set (no secondary divisions), and Roles not set (no roles). Each shows a count of matching staff. For each one you can choose Include to leave it alone, Only to list just those records, or Exclude to leave them out.

With edit permission you can add and manage contacts:

• Add Staff, Add Builder, Add Subcontractor, or Add Material Vendor depending on the tab.

• Import Staff: bulk import staff from a spreadsheet. The importer accepts Excel or CSV files, offers a template to download, previews the rows, and lets you choose to overwrite existing staff and reactivate inactive users.

• Edit a contact, or Deactivate and Activate them. Deactivating asks you to type the contact's name to confirm.

When adding or editing a contact, divisions are chosen in one list. Check each division the contact belongs to, then mark one of them as the Primary division. Not Set appears at the bottom of the list. You can check it as one of the contact's divisions, but it can never be the primary, so it has no primary option.

A contact's trades are listed alphabetically, both when you view the contact and when you pick their trades in the form.

You choose a contact's roles from a list of the active roles that fit that contact type. If no active role is available, the form shows a message in place of the role list instead of leaving it blank. For a subcontractor, that message tells you to activate the Residential Subcontractor role under Settings, User Accessibility so you can create subcontractors and assign installers.

Administrators also see a System Email button for sending an email to all active users who are subscribed to system emails (up to 1,000 recipients). Blank lines in the message become paragraph breaks in the delivered email, so you can space out your text the way you type it. A Spanish version of the message can be added in the optional Spanish body field. When it is filled in, the email includes both languages; when it is left blank, the email is sent in English only.

The required Send to field chooses who receives the email. Pick All Contacts to send to every subscribed active user, or combine narrower targets: whole groups (All Staff, All Subcontractors, All Material Vendors) and individual staff roles. All Contacts cannot be combined with narrower targets, so picking it replaces them. Choosing All Staff also includes subscribed users who have no role assigned. Builder contacts are not users, so they cannot receive system emails.

The preview shows the recipients as a count next to To:. Use the icons beside it to copy every address, view the full list, or edit the list by removing anyone who should not receive the email. Once you remove someone, an input appears so you can add that person back. Only subscribed active users can receive system emails, so you can restore anyone you removed but cannot add brand-new addresses. Click Apply to confirm your changes.

Administrators can temporarily view the application as one of their users to see exactly what that person sees. Find the user in the contacts table, click the ... menu on their row, and choose Impersonate user. After you confirm, you are signed in as that user in a read-only session.

While impersonating:

• A banner stays at the top of every page to remind you whose view you are in.

• You can browse and view everything the user can, but you cannot make changes, send email, or run jobs.

• The session is recorded and expires automatically after about an hour.

• Click Return to your account in the banner to switch back to yourself.

You can only impersonate active users within your own organizations. You cannot impersonate yourself or another administrator.

When a staff member cannot receive the automated password reset email, you can hand them a reset link directly. On the Staff tab, find the user in the table, click the ... menu on their row, and choose Reset Password. In the dialog, click Generate Link, then click Copy to copy the link and share it with the user through a channel you trust.

Keep these limits in mind:

• The link expires 10 minutes after you generate it.

• It is shown only once. Copy it before you close the dialog, because it cannot be shown again. If you lose it, generate a new one.

• Generating a new link replaces any earlier link for that user, so only the most recent one works.

This action is available only for active users in your own organization, and not for your own account or another administrator.

You need Contacts view permission to open the page, and Contacts edit permission to add, edit, deactivate, or import contacts. Generating a password reset link needs its own Generate Password Reset Link permission, set under Settings, User Accessibility.